Introduction
RecordsKeeper.AI's report generation feature simplifies the process of creating detailed activity reports through pre-defined templates. This guide will walk you through each step of generating customized reports for your document management activities, ensuring you get precisely the information you need in your preferred format.
Step 1: Access Report Generation
Navigate to the Analytics & Reports section
Click on the "Generate Report" button
Select "Using Existing Templates" tab
Step 2: Template Selection and Naming
Choose your template from the dropdown menu
Enter a descriptive name for your report
Note: Reports will be generated in CSV format for comprehensive data analysis
Step 3: Define Activity Types
Select the activity type you want to track:
Access Activities
File Modifications
User Actions
Choose specific actions to monitor:
Record Access
Permission Changes
Unauthorized Access Attempts
Link Sharing
Geolocation of Access
Step 4: Select Users
Click the user selection field
Search and select specific users
Add multiple users as needed
Remove users by clicking the 'x' next to their names
Step 5: Choose Departments and Categories
Select relevant departments:
Accounts & Finance
HR
Information Technology
Other departments as needed
Choose document categories:
Tax Filings
Invoices
Payroll Records
Expense Reports
Step 6: Set Output Format
Choose your preferred format:
PDF for formal reporting
XLS for data analysis
Step 7: Define Report Period
Select the time range type:
Month to date
Custom range
Set specific dates using the calendar picker
Step 8: Generate Report
Review all selected parameters
Click the "Generate" button
Wait for report generation to complete
Best Practices
Report Naming
Use clear, descriptive names
Include date ranges in the name
Follow consistent naming conventions
Parameter Selection
Start with broader parameters
Refine selections as needed
Verify all selections before generating
Time Management
Use appropriate date ranges
Consider data volume
Schedule reports during off-peak hours
Common Use Cases
Compliance Monitoring
Track unauthorized access attempts
Monitor permission changes
Review access patterns
Activity Tracking
Monitor file access across departments
Track user engagement
Analyze document usage
Resource Management
Review department-wise activity
Track storage utilization
Monitor user behaviors
Troubleshooting Tips
If report generation fails:
Verify selected date range
Check user permissions
Reduce parameter scope if too broad
For large reports:
Use specific date ranges
Limit user/department selection
Choose XLS format for better handling
Conclusion
Generating reports using pre-defined templates in RecordsKeeper.AI streamlines your document management analysis process. By following these steps and best practices, you can create comprehensive reports that provide valuable insights into your organization's document activities and user behaviors.